Facilities Coordinator

Facilities Coordinator:

Job Description:

1- Properties Handing/Taking Over

1. Take over completed properties from the Engineering Department in coordination with relevant stakeholders.
2. Conduct detailed inspections of completed properties and prepare snag lists.
3. Follow up with Engineering, contractors and vendors for timely rectification of snags.
4. Coordinate and execute smooth handover of completed properties to unit owners including documentation and site orientation.

2- Maintenance Management

1. Plan, schedule and monitor reactive and preventive maintenance activities in line with approved Service Level Agreements SLAs.
2. Coordinate with internal teams and external vendors to ensure timely execution of maintenance works.
3. Ensure proper record-keeping of maintenance activities, breakdowns, and corrective actions.

3- SOP Implementation and Compliance

1. Implement and enforce departmental Standard Operating Procedures SOPs across all managed facilities.
2. Monitor compliance with safety, operational, and maintenance standards.
3. Support audits, inspections, and corrective action plans where required.

4- Stakeholder Coordination

1. Coordinate with unit owners and tenants to address operational, maintenance, and facilities-related concerns.
2. Maintain professional communication and ensure timely resolution of complaints and service requests.
3. Liaise with cross-functional departments Engineering, Finance, Admin, Security etc. to ensure seamless operations.

5- Financial and Utility Management

1. Follow up on Common Area Maintenance CAM charges and ensure timely billing and collection.
2. Prepare, verify, distribute, and follow up on utility bills.
3. Maintain accurate records of collections, outstanding amounts, and reconciliations in coordination with Finance.

6- Reporting and Documentation

1. Prepare and submit weekly and monthly facilities performance reports
2. Maintain updated records related to handovers, maintenance, utilities, CAM, and tenant communications.
3. Assist in preparation of management reports and dashboards as required.

7- Budgeting, Energy and Cost Optimization

1. Assist in preparation of facilities budgets and forecasts.
2. Support energy management initiatives to reduce consumption and improve efficiency.
3. Monitor expenses and suggest cost-optimization measures without compromising service quality.

8- General Duties

1. Ensure adherence to company policies, procedures, and safety standards.
2. Support implementation of new systems, processes, or initiatives related to facilities management.
3. Perform any other duties as assigned by management from time to time.

Required Qualification:

Bachelor’s degree in Facilities Management, Engineering, Business Administration, or a related field.

Required Experience:

1. Minimum 2–4 years of relevant experience in facilities management, property management, or a similar role.
2. Practical experience in property handover/takeover, maintenance coordination and vendor management.
3. Familiarity with SOP implementation, compliance requirements and safety standards.
4. Experience in CAM charges, utility billing and coordination with Finance will be an added advantage.
5. Strong reporting, documentation and stakeholder coordination skills.
6. Proficient in MS Office Excel, Word, PowerPoint; experience with facilities management systems is a plus.
7. Good communication, problem-solving and organizational skills.

Position based at Bahria Town Phase VII, Rawalpindi